*DoD 4000.25-M, Vol 2, August 2004*

*Change 2*

*DLM 4000.25, Volume 2, April 09, 2022*

*Change 14*

**C2. CHAPTER 2**

**SPECIAL PROGRAM REQUIREMENTS AND DEMAND DATA EXCHANGE PROJECTED SUPPLY PLAN**

C2.1.  GENERAL

	C2.1.1.  Purpose.  This chapter provides procedures for Special Program Requirements (SPR) and for Demand Data Exchange (DDE) Projected Supply Plan.

	C2.1.2.  Transactions.  This chapter addresses the procedures applicable to the SPR and DDE functions using DLMS 830R and DLMS 830D respectively.   Other Defense Logistics Management Sytem (DLMS) formats such as extensible markup language (XML) are also available.  See the Defense Enterprise Data Standards Office (DEDSO) Website for available formats on the DLMS IC page.

		C2.1.2.1.  The DDE Projected Supply Plan function uses DLMS 830D (version 4030) identified by Accredited Standards Committee (ASC) X12 beginning segment (1/BFR12/0200) Planning Schedule Type Code AA–Customized Ordering Forecast.  The DDE function is further broken down in 1/LN01/0100 to identify a DDE Projected Supply Plan submission (LN01 Code H) and a DDE Projected Supply Plan cancellation (LN01 Code C) for a given national item identification number (NIIN).  This transaction is a DLMS enhancement and has no corresponding DLSS MILSTRAP legacy  transaction. 

		C2.1.2.2.  The SPR  function uses DLMS 830R (version 4010) identified by ASC X12 beginning segment (1/BFR12/020) Planning Schedule Type Code XA–Requirement Forecast.  SPR functions are further broken down in 2/LIN01/10 to identify SPR Request, SPR Security Assistance Request, SPR Cancellation, SPR Modification, SPR Acceptance or Rejection of Substitute Item, and SPR Inquiry.  The corresponding MILSTRAP legacy 80 record position transaction functionality is identified for information purposes in a mixed DLSS/DLMS environment.  DLMS 830R provides functionality of MILSTRAP legacy Document Identifier Codes (DIC) DYA, DYB, DYC, DYD, DYG, DYH, DYJ, DYL, and DYM.  Table C2.T1. provides the specific 2/LIN01/10 correlation to the legacy DICs.

		C2.1.2.3.  SPR Status transaction is DLMS 870L identified by ASC X12 beginning segment (1/BSR01/020) Status Report Code 9–Response to a Requirement Forecast.  This transaction provides MILSTRAP legacy DIC DYK functionality.

		C2.1.2.4.  Status Notification is DLMS 870L identified by beginning segment (1/BSR01/020) Status Report Code 3–Unsolicited Report.  This transaction provides MILSTRAP legacy DIC DZ9 functionality.

C2.2.  SPECIAL PROGRAM REQUIREMENTS.  This section provides requirement forecasting procedures for items required to support nonrepetitive special programs or projects that cannot be forecast by the inventory control point (ICP) based on demand data, and which have the greatest probability of materializing and resulting in the eventual submission of requisitions.  GSA does not participate in the SPR process.

	C2.2.1.  Forecasting activities may submit SPR requests for requirements meeting one or more of the following criteria:

		C2.2.1.1.  One-time training exercises or maneuvers.

		C2.2.1.2.  Repair or rebuild programs that are either nonrecurring or are seldom or irregularly programmed.

		C2.2.1.3.  New constructions (e.g., ships, buildings).

		C2.2.1.4.  One-time alterations, modifications, or conversion programs.

		C.2.2.1.5.  Initial issue of existing items (e.g., outfittings, activations, and changes in authorized allowances).

		C2.2.1.6.  Initial requirements for special operational projects.

		C2.2.1.7.  Initial testing.

		C2.2.1.8.  Government-furnished property.

		C2.2.1.9.  Infrequently planned support operations such as Arctic and Antarctic resupply missions.

		C2.2.1.10.  Special nonrepetitive situations required to support authorized Security Assistance Program requirements (e.g., initial pipeline stockage requirements in support of approved CLSSA).

	C2.2.2.  Excluded Requirements.  The following types of requirements are excluded from identification as SPRs:

		C2.2.2.1.  Provisioning, recurring type.

		C.2.2.2.2.  War Materiel Requirements.

		C.2.2.2.3.  Requirements for which the DoD Component has a recurring demand.

		C2.2.2.4.  Subsistence, all categories.

	C2.2.3.  SPR Submission and Routing

		C2.2.3.1.  Submission Timeframe.  The time window for submission of SPRs is between 90 calendar days and five years prior to the support date (the first day of the month for which it is anticipated that materiel will be requisitioned for the program).  When procurement is necessary, delivery for an early support date may not be possible since the procurement lead time for most items will be greater than 90 calendar days. Therefore, forecasting activities should submit SPRs to ICPs as far in advance of the support date as practical.

		C2.2.3.2.  Forecasting.  Forecasting activities ***must*** prepare an SPR Request Transaction to transmit SPR data to the ICP.  When the requirement for an item is such that materiel will be required in phases (e.g., 100 each per month; 100 per quarter), the forecasting activity ***must*** stratify the forecast quantity by the support date as allowed by the DLMS Transaction.

	C2.2.4.  DAAS Processing.  DAAS ***will*** pass or route SPR inquiries as follows:  Upon receipt of the DLMS 830R SPR transactions, DAAS ***will*** edit the national stock number (NSN) of the incoming transaction to determine whether 1) the NIIN can be identified, 2) the Federal supply class (FSC) is compatible with the NIIN, and 3) the transaction is directed to the correct source of supply.  DAAS ***will*** pass the transaction, reject the transaction, or effect necessary changes to process the transaction and provide appropriate status notification or reject transactions to the submitter as follows:

		C2.2.4.1.  If the NIIN is valid (including NIINs coded obsolete/inactive) but the FSC and NIIN are not compatible, DAAS ***will*** correct the FSC and provide a DLMS 870L Status Notification Transaction to the submitter.  DAAS ***will*** prepare the notification whenever the FSC is corrected in the incoming transaction.  Show the correct FSC and Status Code BG in the Status Notification Transaction.

		C2.2.4.2.  If the NIIN is valid (including NIINs coded obsolete/inactive), screen the source of supply file Service record (or Integrated Materiel Manager (IMM) record when the Service record source is either another DoD Component activity or matches the input transaction “From” organization) and process as follows:[footnoteRef:1] [1:  Source of supply for obsolete/inactive items will be taken from the source of supply file when possible; otherwise, the source of supply will be the activity identified as the “To” activity in the incoming transaction.] 

			C2.2.4.2.1.  Correct Source of Supply.  If the transaction is directed to the correct non-GSA source of supply, DAAS ***will*** pass the transaction to that activity.

			C2.2.4.2.2.  Incorrect Source of Supply–Reroute.  If the inquiry is directed to an incorrect source of supply, and the correct source of supply is not GSA, DAAS ***will*** reroute the transaction to the correct source of supply and transmit a Status Notification to the submitter citing Status Code BM.  DAAS ***will*** identify the correct source of supply in the notification transaction.

			C2.2.4.2.3.  GSA Directed Transactions.  If the inquiry is directed to a correct GSA source of supply or to an incorrect source of supply, but GSA is the correct source of supply, DAAS ***will*** reject the transaction to the submitter with DLMS 824R, Reject Advice citing Reject Advice Code AX.

		C2.2.4.3.  If the NIIN cannot be identified, DAAS ***will*** reject the transaction to the submitter citing Reject Advice Code AD.

	C2.2.5.  Reject Advice Transaction Recipients.  Activities in receipt of DLMS 824R Reject Advice transactions ***must*** take appropriate action as indicated by the reject advice code.  In addition, recipients of Reject Advice Code AB ***will*** advise their designated DoD Component cataloging data contact point of a DAAS source of supply file discrepancy.

	C2.2.6.  Status Notification Transaction Recipients.  Activities in receipt of Status Notification Transactions ***must*** notify other activities requiring knowledge of the change and ensure that all future SPR transactions show the change identified by the status code in the notification.

		C2.2.6.1.  Recipients of Status Code BG ***must*** update internal SPR records to show the correct FSC identified in the notification.  The recipient ***will*** review the NSN (FSC and NIIN) to ensure the SPR being processed is for the desired item.  If the NSN is not the desired item, the SPR originator ***must*** submit an SPR Cancellation to the source of supply.

		C2.2.6.2.  Recipients of Status Code BM ***must*** update their records to show the correct source of supply.

	C2.2.7.  IMM Processing of SPR Requests

		C2.2.7.1.  Source of Supply Risk.  The IMM measures the size of the requirement being forecasted to determine its acceptability in terms of the risk of long supply being generated.  This measurement requires consideration of the size of the forecasted quantity in relation to the normal demand estimated for the item being forecasted, the value (cost) of this quantity, the supply status of the item being forecasted, funding capability of the IMM, accuracy of past forecasts, and the degree of assurance that requisitions will follow.

		C2.2.7.2.  SPR Status Transaction.  The IMM ***must*** determine action to be taken on the SPR and within 15 calendar days after receipt of the request ***will*** provide appropriate status using SPR Status Transaction.  SPR status transactions ***will*** advise the forecasting activity of acceptance, rejection (other than for correction and resubmission), or other action required on the SPR.  When an IMM receives an SPR Request Transaction that cannot be processed due to erroneous or missing data, the IMM ***will*** reject the request using DLMS 824R for correction and resubmission.

	C2.2.8.  Inquiry on SPR Requests.  When the forecasting activity has not received an SPR Status Transaction or a DLMS 824R within 21 calendar days from the SPR request submission date, the forecasting activity may submit an SPR Inquiry Transaction to the ICP.

	C2.2.9.  ICP Action on SPR Follow ups

		C2.2.9.1.  No Record of Receipt.  When there is no record of receipt of the original SPR request, the IMM ***must*** process the SPR Inquiry Transaction as an original SPR request.

		C2.2.9.2.  Replies to SPRRequests.  IMMs ***must*** prepare replies to SPR inquiries, as specified in paragraph C2.2.7. 

	C2.2.10.  Modification of SPR Requests.  The forecasting activity ***must*** send an SPR Modification Transaction to submit changes for a previously submitted SPR request to replace data in the original request.  Submit SPR modifiers only to change the quantity, the project code, the coast designator, the support date, the ship-to address, and/or the initiator of the SPR requirement.  If the originator of the SPR modifier differs from the originator of the original SPR, maintain a record of the revised originator.

	C2.2.11.  Response to SPR Modification.  The ICP ***must*** prepare replies to SPR modifiers, as specified in paragraph C2.2.7.

	C2.2.12.  Cancellation of SPR Requests.  The forecasting Activity may submit an SPR Cancellation Transaction for a previously submitted SPR request.  Cancellations must be for the total quantity applicable to the SPR.

	C2.2.13.  Response to SPR Cancellations.  The ICP ***must*** reply to SPR Cancellation Transactions with an SPR Status Transaction citing SPR Status Code PD indicating that the cancellation was accepted.

	C2.2.14.  Acceptance/Rejection of Substitute Item.  Forecasting activities in receipt of SPR responses offering a substitute item ***must*** transmit an SPR Acceptance or Rejection of Substitute Item Transaction to indicate acceptance or rejection of substitute materiel.

	C2.2.15.  Response to Substitute Item Rejection.  The IMM ***must*** initiate action on the item originally requested.  The IMM must prepare status responses as specified in paragraph C2.2.7.

	C2.2.16.  Retention of SPR Requests.  The ICP will retain SPR requests until:

		C2.2.16.1.  The support date of those requirements for which SPR Status Code PA was furnished or until a requisition is received that can be identified to all or a portion of a particular SPR quantity.

		C2.2.16.2.  One procurement lead time/assembly time away from the support date when procurement/assembly is required in support of those requirements for which SPR Status Code PB was furnished.

		C2.2.16.3.  Assembly time prior to support date when extra time is required for assembly in support of those requirements for which SPR Status Code PC was furnished.

		C2.2.16.4.  SPR requests should be retained in accordance with DoDI 5015.02, DoD Records Management Program.

	C2.2.17.  Follow-on Status.  The IMM ***must*** provide revised SPR Status Transactions when the situation changes (e.g., change in procurement lead time, procurement is required for materiel originally anticipated to be available from stock).  Generally, these situation changes are unusual in nature, are not programmed, and require off-line processing.  IMMs must provide the status as specified in paragraph C2.2.7.

	C2.2.18.  Preparation of SPR Requisitions

		C2.2.18.1.  Response Timeframe.  When an SPR Status Transaction citing SPR Status Code PA is received, requisitions citing Demand Code P should be submitted for the SPR-related requirements in time to allow for delivery within the appropriate Uniform Materiel Movement and Issue Priority System (UMMIPS) time standard.  Demand Code P indicates to the ICP that the requisition is for materiel previously forecasted as an SPR.  This enables the ICP to control and apply the appropriate logic for the demand generated by the requisition.

		C2.2.18.2.  Establishing Audit Trail.  Requisitions submitted as a result of an SPR ***must*** include the document number from the original SPR to establish an audit trail between the SPR and the subsequent requisitions.  This audit trail provides a means to determine whether follow-on requisitions are submitted for requirements forecasted through SPRs.

		C2.2.18.3.  Item Deletion.  When an SPR Status Transaction is received citing SPR Status Code PR, the SPR is being deleted and the item is a procurement lead time/assembly time away from the support date.  If the requirement is still valid, the requiring activity must immediately submit a DLMS 511R, Requisition citing Demand Code O.

	C2.2.19.  Logistics Reassignments

		C2.2.19.1.  Logistics Loss.  When an item is involved in a logistics loss to an IMM of another DoD Component, the losing inventory manager (LIM) ***must*** send an SPR Status Transaction to the forecasting activity containing SPR Status Code PV.  This status indicates that the item has been involved in a logistics reassignment and a new SPR Request Transaction must be submitted to the gaining inventory manager (GIM).

		C2.2.19.2.  Logistics Loss within Same DoD Component.  When the logistics loss is to an IMM within the same DoD Component, the LIM ***must*** forward the record of the SPR Request Transaction to the GIM.  No status need be furnished the forecasting Activity.

C2.3.  DEMAND DATA EXCHANGE PROJECTED SUPPLY PLAN.  This section provides procedures for the exchange of DDE projected supply plan data between DoD Customers.  The two components of this business process are the transmission of customer requirements via DDE and DLA/customer collaboration.  DLA, in collaboration with participating Components, will document the business rules for submitting and processing DDE, GDP, and ASP via a Joint Collaboration Agreement or Memorandum of Agreement.  This agreement must be in place prior to the initial submission of DDE.  DLA will use the DDE/collaboration process to improve the accuracy of demand planning to support customer requirements.

	C2.3.1.  DDE supply planning activities may submit to DLA their projected supply plan/collaboration data for future requirements expected to be obtained from DLA using the DLMS 830D, DDE Projected Supply Plan Transaction.  Separate projected supply plans into monthly periods based on the projected requirement date materiel is expected for a planned maintenance schedule.  Use of the formal collaboration process is restricted to Class IX materiel. Condition guidelinesfor collaborative forecasting include, but not limited to:

		C2.3.1.1.  Requirements for which the DOD Component has a recurring demand.

		C2.3.1.2.  Subsistence, all categories.

		C2.3.1.3.  One-time training exercises or maneuvers.

		C2.3.1.4.  Repair or rebuild programs which are either nonrecurring or which are seldom or irregularly programmed. 

		C2.3.1.5.  Acquisition of new programs (e.g., Weapon System, Component Equipment).

		C2.3.1.6.  One-time alterations, modifications, or conversion programs.

		C2.3.1.7.  Initial issue of existing items (e.g., outfittings, activations, and changes in authorized allowances).

		C2.3.1.8.  Initial requirements for special operational projects.

		C2.3.1.9.  Requirements for initial testing.

		C2.3.1.10.  Requirements for infrequently planned support operations such as Arctic and Antarctic resupply missions.

		C2.3.1.11.  Zero or reduced requirements, which are different from past customer demand history patterns.

	C2.3.2.  DDE, GDP, ASP Projected Supply Submission and Routing

		C2.3.2.1.  Submission Timeframe.  Submit DDE forecasting transactions each month during the period of the 22nd through the 28th day of each month.

		C2.3.2.2.  DDE Projected Supply Plan.  Participating DoD Components will prepare DLMS 830D DDE projected supply plan for each item Demand Forecast Unit (e.g., NIIN, Ship to DoD activity address code (DoDAAC), and requisitioner (Sold To) DoDAAC) for which the customer wishes to collaborate with DLA.  Each transaction set must include the projected supply plan period beginning date and the projected supply plan period ending date.  The projected supply plan period span can be as short as 12 months or as long as 60 months; however, DLA recommends that DDE projected supply plans be provided for 60 months in the plan period.  Months with no plan data must include zero quantity projections.

		C2.3.2.3.  Intra-Component optional fields. Components may use optional fields available in DLMS 830D and 870L to carry intra-Service information as necessary.  Optional information received in a DLMS 830D must be perpetuated in the response back to the originator using DLMS 870L.

		C2.3.2.4.  DAAS Processing.  The originator calculates forecasted requirements and transmits a DLMS 830D DDE Projected Supply Plan transaction with the appropriate RIC-TO by NIIN via DAAS.  When the originator is unable to identify the RIC-TO, use the DAAS routing identifier code (RIC) SGA.  DAAS will receive and validate the transaction.  If the 830D data fail DAAS edit during evaluation, DAAS will reply to the originator with an 824R Reject Advice transaction.  Once notified, the originator will correct and resubmit the transaction.

		C2.3.2.5.  Validation of NIIN.  After successful submission, DAAS will evaluate the NIIN (830D 2/LIN02-03/0100 ***C***ode ZZ) in the transaction with RIC-TO SGA and use FLIS data to determine and populate the appropriate ***IMM and*** source of supply.  DAAS will route all transactions with LSN (alpha characters in the NIIN field) to RIC-TO SMS.  If DAAS is unable to validate the NIIN, DAAS will reject the transaction and report to the originator with appropriate reject advice code (***DLMS Volume 2*,** Appendix 2.8 Reject Advice Codes) via DLMS 824R Reject.  After the evaluation is complete, DAAS will create a DLMS 830D transaction by source of supply based on the original transaction and route it to the applicable source of supply RIC.  DAAS will transmit an image of each DLMS 830D for which RIC SMS was not the source of supply to DLA RIC-TO SMS in order to maintain full visibility of the initial forecasted request.

		C2.3.2.6.  Source of Supply Response.  Upon successful transmission of the forecasted requirement, the source of supply will submit a response back to the originator via DLMS 870L Demand and Supply Planning Status/Notification transaction.  The source of supply can either accept or reject any DDE, GDP, or ASP forecasted requirement using one of the status codes under

		C2.3.2.7.  Forecasting Request without a response.  Prior to submitting a forecasting request, originators must ensure the recipient source of supply has a service agreement in place as DAAS is unable to identify which recipients are participants.  Consequently, forecasting requirements without positive confirmation from the source of supply will be process as rejects.  The originator may conduct offline communications with the source of supply in order to obtain positive confirmation and achieve resolution.

	C2.3.3.  Processing of DDE Data.  DLA will compare the collaboration customer’s projected supply plan to the projected customer supply plan calculated by the Planning and Collaboration Subsystem or the previous collaborative projected supply plan if the NIIN is a recurring Demand Forecast Unit.

		C2.3.3.1.  Collaborative items (which may or may not exceed system tolerance parameters) ***will*** be available for collaboration interaction with the customer and DLA via the Planning and Collaboration Subsystem.

		C2.3.3.2.  Items previously identified for inclusion in DDE that are not in the current DDE submission ***will*** remain flagged as Collaborate with the most recent DDE projected supply plan quantities received from the customer.  If the customer would like to remove an item from the DDE effort, the customer ***will*** submitt a DLMS 830D, DDE Cancellation Transaction for the NIIN and the item will be removed from the DDE/Collaboration effort.

		C2.3.3.3.  The setting of system tolerance parameters used in this review requires consideration of the following:  size of the DDE projected supply plan quantity in relation to the Planning and Collaboration Subsystem forecasted demand for the item; value (cost) of the projected supply plan quantity; accuracy of customer’s past DDE projected supply plans; and degree of assurance that requisitions will follow.

	C2.3.4.  Collaboration Interaction.  All Collaborative items (which may or may not exceed system tolerance parameters) will be available for monthly collaboration interaction with the customer and DLA.  The point of contact for the customer will be alerted, via e-mail by the Collaboration lead at the DLA Field Activity (DLA Aviation, Richmond, VA, DLA Land and Maritime, Columbus, OH, DLA Troop Support, Philadelphia, PA, by the seventh business day of every month, to notify the customer of the open and close dates of the monthly collaboration window.  The customer will have until the fourth Thursday of the month to complete the review (specific open and close dates will be cited in the e-mail).  The DLA demand planner will then have until the fourth Friday of the month (also know as “Demand Month End”) to complete the review and publish the demand plan for inclusion in the projected supply plan.

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CHAPTER 2

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